Each subscriber/member has a transaction overview, accessible via the "Show invoices" button located at the top right when viewing a subscriber’s account. Here, all transactions on the subscriber's account are displayed: invoices, credit notes, payments, and payouts.
At the top of the overview, you can choose to show all transactions or only open transactions. Iteras automatically keeps track of which transactions are considered open. The following transactions are classified as open:
Invoices that are not 100% paid
Credit notes for invoices that are not 100% paid (since a credit note is always 100% allocated to an amount on an invoice)
Payments that are not 100% allocated
Payments that, even if 100% allocated, are partially allocated to an invoice that is not 100% paid
Credit notes that can be applied to a payment which is not 100% allocated (crediting a paid invoice typically results in a free amount on the payment)
In other words, payments that are not fully allocated (i.e., have unallocated amounts) and credit notes tied to invoices that are not fully paid (after taking credit notes into account) are considered open. If the invoice is fully paid after deducting credit notes, both the invoice and the corresponding credit notes used to balance the payment will not be open. If additional credit notes are later issued on the invoice, they will remain open until the freed amount is used or refunded.
If you are working with larger companies as subscribers/members, where the customer has multiple accounts in Iteras (e.g., because the company has multiple locations) but pays invoices for different accounts from the same accounting department, it may happen that credit notes are offset across accounts. This is best illustrated with an example:
The customer has two accounts: 1 and 2. Account 1 is invoiced DKK 1,000, which is paid. Later, DKK 200 of the invoice is credited, for example, because a subscriber in a group subscription is canceled. This frees up DKK 200 of the payment. Account 2 is invoiced DKK 2,000, but the customer only pays DKK 1,800, because the credit note from account 1 has been offset. The customer is thus mixing the two accounts.
To handle this in Iteras, the DKK 200 freed by the credit on account 1 must be moved to account 2 so it can be applied to the payment of the invoice there. The transfer is done by using the “Refund” function on the payment in account 1, and then re-registering the payment on the invoice in account 2. This balances the payments, and all transactions are closed.